How do Professional property managers screen applicants for a long term rental?

Professional property managers have a systematic approach to tenant screening that helps them find reliable tenants who pay on time, take care of the property, and stay long-term. Here are the key steps they use, along with some "secrets" that set top property managers apart:

1. Standard Screening Process:

• Pre-Screening Questions: Before showing the unit, property managers often ask key questions to weed out unqualified applicants (e.g., income, employment, reason for moving, move-in date).

• Credit Check: They look for a credit score that indicates financial responsibility, often 650+ (but this varies by market). They also check for bankruptcies, late payments, and excessive debt.

• Income Verification: Most require tenants to earn at least 3x the rent in gross monthly income and verify this with pay stubs, W-2s, or tax returns.

• Employment Verification: They contact employers to confirm job stability, role, and salary.

• Rental History: Checking past landlords is crucial. They ask about payment history, lease violations, property condition upon move-out, and if the landlord would rent to the tenant again.

• Criminal Background Check (depending on the area): They check for felonies, violent crimes, and drug-related offenses. Some jurisdictions have restrictions on what can be considered.

2. Secrets Used by Top Property Managers:

They Call More Than Just the Current Landlord – A tenant with a bad history might get a good reference from their current landlord who just wants them out. Smart managers call at least two previous landlords.

They Verify Landlord Authenticity – Some applicants give fake landlord references (e.g., a friend pretending to be their landlord). Pro managers verify ownership records online or ask specific questions about the lease terms.

They Check Bank Statements – If applicants are self-employed or have irregular income, they check at least 3–12 months of bank statements to confirm consistent deposits.

They Look for “Tenant Red Flags” on Social Media – Some property managers do a quick social media check to see if applicants are partying excessively, trashing prior apartments, or lying about pets.

They Ask “Trick” Questions During Tenant Calls – Instead of asking, “Do you pay rent on time?” they ask, “What date is rent due at your current place?” and “Have you ever been late on rent?” Honest tenants answer confidently; dishonest ones hesitate or change their story.

They Offer Online Applications for Speed & Convenience – The best tenants move fast. Online applications allow property managers to process screenings in hours instead of days.

They Use Scoring Models & Automation – Instead of gut feelings, they use tenant scoring models (e.g., RentPrep, AppFolio, Buildium) to ensure fair, consistent evaluations.

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